Procurement & Compliance

Procurement & Compliance

This page addresses common questions from procurement, governance, and compliance teams.

Safeguarding & High-Risk Use

EXCHANGE may be licensed for use in safeguarding, vulnerable adult, or other high-risk documentation contexts, including NHS services, adult social care, court-adjacent services, and regulated public-sector environments.

Where EXCHANGE is licensed for safeguarding or comparable high-risk use cases, pricing and onboarding fees may vary to reflect additional governance, audit, and operational requirements.

Safeguarding use does not enable additional features or automation.

EXCHANGE remains a documentation and record-keeping tool only.

Please indicate safeguarding or high-risk use at enquiry or onboarding stage

What is Exchange?

Exchange is a professional documentation and record-keeping tool designed for organisations working with separated families.

Is Exchange suitable for NHS, councils, and courts?

Yes.

Exchange has been designed specifically with:

Public-sector governance

Safeguarding environments

Audit and documentation requirements

in mind.

Does Exchange include messaging or communication features?

No.

Exchange does not include:

Messaging

Chat

Social interaction

User-to-user communication

This reduces operational risk and simplifies compliance.

How is Exchange licensed?

Exchange is licensed at an organisation level, not per case.

Licences include:

A defined number of staff users

A cap on active families

Unlimited receipts and exports per active family

Families can be archived and replaced within the agreed cap.

Are there per-case or per-export charges?

No.

There are:

No per-case fees

No per-export fees

No per-PDF charges

Pricing is predictable and procurement-friendly.

What is the difference between pilot onboarding and professional onboarding?

Pilot onboarding

Supports evaluation only

Time-limited

No production or licensed use

Professional onboarding

Mandatory for licensed use

Enables operational deployment

Includes compliance confirmation and licence activation

Each onboarding phase serves a distinct purpose.

How does Exchange support data protection requirements?

Exchange uses a local-first architecture designed to support organisational data protection policies:

No advertising

No behavioural tracking

No unnecessary data collection

Data controller responsibilities remain with the organisation, in line with internal governance and regulatory requirements.

Does Exchange replace organisational policy or legal advice?

No.

Exchange is a documentation tool only and does not replace:

Organisational policy

Legal advice

Professional judgment

This is clearly stated in licence terms and onboarding documentation.

Are multi-year contracts available?

Yes.

Exchange supports:

1-year

2-year

3-year contracts

Multi-year agreements offer pricing stability and improved value.

Can Exchange be procured via pilot first?

Yes.

Many organisations begin with a pilot to:

Assess suitability

Validate workflows

Support internal approvals

Pilot-to-licence conversion is supported but not mandatory.

How do we request documentation for procurement review?

Documentation can be provided upon request, including:

Licence terms

Pricing summaries

Onboarding materials

Invoices and VAT wording

Please use the contact form or pilot request form.

Refunds & Cancellations

Exchange is a professional software service licensed for organisational use.

Pilot onboarding

Free pilots have no charges.

Paid extended pilots are professional services and are non-refundable once the pilot period has commenced.

Professional onboarding

Professional onboarding fees are non-refundable once delivery has commenced, as they cover configuration, compliance confirmation, and setup services.

Licence fees

Licence fees are non-refundable.

Licences are issued on an annual basis and remain active for the full licence term.

Where appropriate, Stanton Systems may offer account credit at its discretion, for example towards licence upgrades or future terms. This does not constitute an obligation to refund.